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Office Administrator

4 months ago

Spokane, United States Aston Carter Full time

Description:

Aston Carter is partnering with a local construction company to find a skilled administrator to their team. This individual will be responsible, but not limited to the following: • Create and maintain project information in the project management system; manage and review subcontracts, purchase orders, change orders and their respective attachments as well as generating transmittals per manager's request for plans and specifications and pay requests. • Track and manage shipments, back orders and damaged products for the department; assist in coordinating trucks for delivery. • Correspond on routing inquiries with subcontractors and vendors at the beginning and throughout the duration of a project; email correspondence to the field or other locations as needed. • Work with project manager and estimator and assist where necessary; cross-train as able. • Coordinate invoice routing and monitor payments to subcontractors and vendors; manage manufacturer back charges. • Enter and maintain client and prospect data in our automated system. • Manage contract-based documents through contract negotiations. Produce change orders as required. • Answer and direct phone calls or take messages for appropriate parties. • Read and analyze incoming memos, letters and reports to determine their significance and distribute appropriately. • Verify insurance certificates and follow up to ensure proper coverage is in place. • Notarize, copy and distribute monthly pay applications. • Prepare and/or set-up for meetings and make arrangements, such as coordinating catering for luncheons and other meetings. • Perform general administrative duties such as but not limited to; filing, photocopying and distributing correspondence and maintaining database records. • Assist with special projects and/or additional duties as assigned.

Skills:

administrative support, data entry, customer service, google suite, contract administration, billing management, filing, scheduling coordinating, smartsheet, accounting, Construction

Top Skills Details:

administrative support,data entry,customer service,google suite,contract administration,billing management,filing,scheduling coordinating

Additional Skills & Qualifications:

• Possess high school diploma or equivalent; AA degree preferred and/or 1-2 years combination of training, education or experience preferably in the construction/trades industry. • Previous administrative assistant/office admin assistant experience preferably in the construction/trades industry. • Be able to handle many complex duties at the same time demonstrating leadership and organizational skills, while working effectively under pressure and meeting deadlines in a timely and efficient manner. • Must be able to communicate clearly and concisely, both verbally and in writing. • Ability to use good judgment in performing conflicting demands and managing priorities. • Strong initiative with an ability to seek out relevant information prior to making timely decisions. • Able to work independently or in a team environment. • Computer literate with demonstrated skills in the use of the Microsoft Office Suite and/or Google Suite of products. Mac experience preferred. • Proficient with Adobe PDF editor preferred. • Strong customer service and communication skills. • Must be energetic, a team player, and willing to help others.

Experience Level:

Intermediate Level

About Aston Carter:

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® double diamond winner for both client and talent service.

Diversity, Equity & Inclusion

At Aston Carter, diversity and inclusion are a bridge towards the equity and success of our people. DE&I are embedded into our culture through:

  • Hiring diverse talent

  • Maintaining an inclusive environment through persistent self-reflection

  • Building a culture of care, engagement, and recognition with clear outcomes

  • Ensuring growth opportunities for our people

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email astoncarteraccommodation@astoncarter.com (%20astoncarteraccommodation@astoncarter.com) for other accommodation options.